HomeMy WebLinkAboutFCS-16-015 - Corporate Integrated Communications Network Upgrade
REPORT TO: Finance and Corporate Services Committee
th
DATE OF MEETING: February 8, 2016
SUBMITTED BY: Dan Murray, Director of Technology Innovation and Services,
519-741-2200 x7825
PREPARED BY: Chetan Hassarajani, Manager of Client Services
WARD(S) INVOLVED: None
DATE OF REPORT: January 20, 2016
REPORT NO.: FCS-16-015
SUBJECT: Corporate Integrated Communication Network – 2016 Core
Network Upgrade
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RECOMMENDATION:
That the purchase order to the City’s Vendor of Record for network hardware and
professional services (Softchoice LP) be extended by $575,140 plus HST to
facilitate the 2016 Core Network Upgrade; and,
That delegated authority to the Director of Technology Innovation and Services
be increased to an annual upset limit of $275,000 plus HST for the purpose of
determining maintenance and support requirements with Softchoice LP.
BACKGROUND:
In 2010, the City awarded a proposal to Softchoice LP to upgrade the
telecommunications and data network to establish a fully integrated single platform
communications network. Softchoice LP was also made the Vendor of Record for an
initial 10 year term, with an option to renew for an additional five year term. From 2010
– 2013, the City worked with Softchoice LP to implement a converged network platform
that supports the City’s Cisco Voice over Internet Protocol (VoIP) telephone system and
also the City’s data networking needs. The network has been a great success and has
enabled the provision of new services such as free public Wi-Fi.
Components of the network have been in place since 2010 and have surpassed their 5
year expected lifecycle. Network traffic has increased substantially over that time,
putting pressure on the core network switches. In order for the network to keep up with
the increasing traffic and advances in technology, it is time to replace and upgrade
components of network from one (1) gigabit to ten (10) gigabit speed.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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REPORT:
2016 Upgrade of Corporate Integrated Communications Network
The two locations that will be addressed in this network upgrade are City Hall and the
Kitchener Operations Facility. These two facilities are the City’s largest sites that
generate the most network traffic. The network upgrade will prepare and enhance the
City’s network for:
Server systems failover to enable seamless business continuity in the event of a
loss of our City hall systems through a flood, fire, power outage or major
hardware failure.
Increased WREPNet and core network speed (tenfold) and reliability that will
support cloud computing and shared services models.
Better overall network performance and capacity for City Hall, KOF and all
remote site networks.
Improved Wi-Fi network reliability and increased Wi-Fi throughput to allow further
expansion of the free public Wi-Fi to more sites.
Increased growth of virtual server environments resulting in higher network traffic
density between the network and virtualized servers. High performance network
connections are critical to the effective use of virtual server technology.
Continued high performance and reliability of the City’s telecommunications
systems.
Staff have worked closely with Softchoice LP as the City’s established Vendor of
Record to review the upgrade options and have developed a detailed component parts
list and scope of work for professional services.
Increased Annual Amount for Delegated Authority for Annual Maintenance and Support
The City reviews support and maintenance contracts with Softchoice LP on an annual
basis to ensure that it represents the appropriate, cost-effective support level. Using
various strategies such as spare parts stocking and training staff in specific support
procedures, the City has adapted the support requirements as needs change.
Authority was delegated in May 2012 to the Director of Information Technology to
determine what level of maintenance the City should purchase pursuant to the contract
provided those expenditures did not exceed $223,000 plus HST annually. As there will
be an increased hardware investment resulting from this upgrade, the City’s annual
maintenance costs will increase. Staff are recommending a corresponding increase in
the delegated authority to $275,000 plus HST annually to meet the increased
requirement. This represents an upset limit and staff will endeavour to limit future costs
as has been done in the past.
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ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Strategic Priority: Effective and Efficient City Services
Strategy: 5.1 - Enhance and roll out plans for managing emergencies and business
disruptions to protect lives and continue to deliver critical services to the community.
Strategic Action: #121 Server Systems Failover Capability 2016-2018
Strategic Priority: Strong and Resilient Economy
Strategy: 2.4 – Develop and nurture a high quality of life and a powerful identity for the
City of Kitchener to attract investment and a talented creative workforce.
Strategic Action: #18 Canada 150 Wi-Fi Expansion
FINANCIAL IMPLICATIONS:
The total cost of the work as outlined above is $575,140 plus HST. The costs for this
project are allocated across multiple budget lines in relation to the specific work being
completed. The estimated costs for each aspect of the network upgrade are
summarized below with the associated funding source:
ComponentCostFunding Source - Allocation
Core network upgrade for $281,000 Telephone Reserve Fund - $171,000
City Hall and KOF Computer Reserve Fund - $110,000
WREPNet fibre network $120,000 WREPNet capital account - $120,000
upgrade at City Hall and
KOF
Additional network $110,000 Computer Reserve Fund - $110,000
equipment for failover of
network services
Additional Wi-Fi controller $75,000 Canada 150 Wi-Fi Expansion - $75,000
for City Hall
Total (with payable HST) $586,000
The costs of annual maintenance is funded from the Telephone Reserve Fund.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO
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